lincolnwood parks & recreation board meeting … and recreation/park b… · 3/8/2016 · to...

LINCOLNWOOD PARKS & RECREATION BOARD MEETING

Tuesday, March 8, 2016, 7:00 pm

Lincolnwood Village Hall – Council Chambers

AGENDA

I. Call to Order

II. Approval of Minutes of February 9, 2016 meeting

III. Audience Participation/Letters/Notes/Emails from the Public

IV. Old Business

A. Presentation of 2015 Turkey Trot Report

B. Report of the Park Naming Subcommittee

V. New Business

A. Approval of a Resolution Awarding the Bid for Staff and

Participant Apparel

B. Strategic Planning Meeting

C. Biennial Report

VII. Chairperson’s Report

VIII. Commissioners’ Reports

IX. Director’s Report

X. Recreation Staff Reports

XI. Adjournment

Posted: March 4, 2016

Lincolnwood Park and Recreation Board Meeting Lincolnwood Village Hall – Council Chambers

February 9, 2016

DRAFT MINUTES

CALL TO ORDER

The meeting was called to order at 7:01 P.M.

PRESENT AT MEETING

Park Board Members: Laura Tomacic, Art Lovering, Grace Diaz Herrera, Amy Kaniff, Reese Gratch,

Sarah Hardin, Victor Shaw,

Parks and Recreation Department Staff: Laura McCarty, Katie Gamroth, Melissa Rimdzius

Audience:

APPROVAL OF MINUTES

On motion Tomacic/Kaniff to approve the meeting minutes of the November 10, 2015. 7-0, motion passed.

AUDIENCE PARTICIPATION/LETTERS FROM THE PUBLIC

OLD BUSINESS

A. Presentation of the 2015 Annual Proesel Park Family Aquatic Center Report

Gamroth- As noted in presentation

Board Discussion- Decrease in overall membership sales and reasoning’s for the decrease

Gamroth – Attribute much of the decrease to cooler weather and fees

Board Discussion – Other possible reasons for decrease in sales.

B. Consideration of an Ordinance approving Lincolnwood Fest on July 21 – July 24, 2016

McCarty- Changes presented this year for Lincolnwood Fest are the extension of Sunday hours until

11:00pm, instead of 9:00pm

Board Discussion- Extension of two hours on Sunday for the 2016 Lincolnwood Fest, until 11:00pm.

11:00pm being too late for the surrounding neighbors, 10:00pm would be more appropriate

On motion Lovering/Hardin to approve an amended Ordinance, showing Sunday hours until 10:00pm, waiving the

business license fee requirement and the enforcement of section 6-3-1(B) and 6-3-9(I) of the municipal code for

Lincolnwood Fest 2016 on July 21-24

NEW BUSINESS

A. Aquatic Center Master Plan Update McCarty- Met with FGM to catch up with where FGM is in the master plan process

McCarty- Goal is to increase bather load by 200-400 people, add family changing areas and overall

attractiveness of the facility

McCarty- Looking at a new wading pool, active teen area and adult therapy pool

Board Discussion – On timeline of implementation and location of new amenities

Gamroth- FGM is utilizing the current footprint of the facility, no additional park space will be

needed

CHAIRPERSON’S REPORT –

COMMISSIONERS’ REPORTS –

DIRECTOR’S REPORT –

McCarty- Thanks the board for the opportunity to serve the Lincolnwood Community. The Field Naming

Policy needs additional revisions, and will be scheduling a subcommittee meeting for better language of

extraordinary events. The budget projects have been provided and have already been through the budget

team. Additional expenses for the 40th

anniversary of the Lincolnwood Turkey Trot have been included in

this budget. Fitness programming will be an area of focus, understanding what trends are out and what we

can bring into the Community Center to grow that budget. The replacement of G.G. Rowell is also in the

budget, with Proesel being moved to next year. The ComEd construction bids came in higher than

expected; we are going back to CMAQ for additional funding to cover the costs. Once that is secured

construction can begin on the path.

Lovering: Nice to see it cleared out, starting to look like a trail, have concerns about squatters that might

have encroached on the trail. When we get to construction phase it would be great to address access points

from the parks and streets so you do not have to get on or off at the start or finish of the trail.

Gratch: The master plan may have made mention to access points, it should be reviewed

STAFF REPORTS

A. SUPERINTENDENT OF RECREATION – GAMROTH As noted in report

B. COMMUNITY CENTER PROGRAM SUPERVISOR - RIMDZIUS As noted in report

C. COMMUNITY OUTREACH AND MARKETING COORDINATOR – VERING As noted in report

D. YOUTH PROGRAMS COORDINATOR - FLETCHER As noted in report

ADJOURNMENT Meeting adjourned at 7:48 P.M.

Park Board Minutes prepared by: Katie Gamroth, Superintendent of Recreation

Park and Recreation Board President: ___________________________________________ ___________

Signature Date

MEMORANDUM

TO: Laura McCarty, Director of Parks and Recreation

FROM: Katie Smith Gamroth, Superintendent of Recreation

DATE: March 4, 2016

SUBJECT: 2015 Turkey Trot Final Report

The theme for the 39th Annual Lincolnwood Turkey Trot was record setting! For the first time in Lincolnwood

Turkey Trot history, we registered a record number of runners and walkers. The Drumstick Dash also doubled in

size from 2014, and a record snowfall hit the Lincolnwood streets November 20 and 21 leading up to the race on

November 22nd. This comprehensive report outlines the following of the 2015 Lincolnwood Turkey Trot:

Registration

Marketing

Swag

Awards

Sponsorship

Drumstick Dash

Volunteers

Budget

Survey Results

2016 Recommendations

Registration

Registration for the 2015 Lincolnwood Turkey Trot opened mid-July, and for the first time closed on the Thursday

before the race when registration hit 2,000. Registration was capped at 2,000 for the safety of our runners and

walkers on the course. There is one area in particular on the course that can bottleneck as walkers and runners of

the 10K and 5K pass on opposite sides of the street. The cap of 2,000 was heavily promoted for two weeks prior

to the race on social media, flyers and word of mouth. Promotion of the 2,000 course cap will be in the Fall

brochure as well as other marketing pieces for the 2016 race. Registration breakdown by race is below:

5K 10K Walk Dash Total

Active 762 542 161 107 1,572 RecTrac 345 92 100 59 596 Total 1,107 634 261 166 2,168

For the fourth year, the Parks and Recreation Department worked with Active Network for online registration.

The online registration process through Active Network continues to be an easy way for participants to register

for the race. As you can see above, 72% of our registration is done online through Active Network.

Here are some fun facts about 2015 Turkey Trot Registration:

Overall we had runners from 15 U.S. states, and also some runners from France, Finland, Mexico and

Brazil!

Youngest registered racer - 4 years old (registered for the 5k)

Oldest registered racer – 88 years old (registered and won 1st place in his 5k age division

Marketing

Marketing efforts for the 2015 Turkey Trot included:

Press Releases 2

Lincolnwood Review Ad 1 - (1/2 page Vertical)

Lincolnwood Review Article 1

Postcard to residents/businesses 1 Save the Date

Email Blasts 4

Active Instant Ad 1

Online Promotion (Turkey Trot) Village Home Page News and Rotating Image Lincolnwood Review Skokie Patch Lincoln Square Patch Village Calendar D74 Virtual Bulletin Board Pioneer Local Tribune Online

Online Promotion (Drumstick Dash) Chicago Parent Oaklees Guide Lincolnwood Review Chicago Kids

Social Media Facebook Instagram Twitter Nextdoor

Social Media (Boost) Facebook – boosted 2 posts

S.W.A.G

Turkey Trot swag consisted of a long-sleeved moisture wicking t-shirt, race bib, virtual goody bag, and new

finisher medals. The finisher medals replaced the cinch sacks that had been provided the last three years during

packet pickup. Having moved to a virtual goody bag, there was no longer a need for a physical bag to carry

coupons provided by sponsors. Staff and participant survey feedback provided a good deal of positive feedback

from the addition of the finisher medals, along with a few negative comments. Having weighed the feedback,

finisher medals will be continued for the 40th anniversary.

Awards

Awards were given to the top finishers in each category. Categories are defined

by age, race, and sex. A total of ten age divisions make up each race, for a total

of 120 top finishers for the 5K and 10K. Gold, silver, and bronze medals

replaced turkey trophies that had been given out in years past. Plaques for top

overall winners in the 5K and 10K and top Lincolnwood finisher in the 5K and

10K were also awarded.

Sponsorship

Over 40 area businesses helped sponsor the Lincolnwood Turkey Trot. Categories included VIP ($2000+), Diamond

($1000+), Gold ($600+) Silver ($300+) and in-kind donations (product).

Seventeen sponsors were on-site with a table, tent, truck or product. Total monetary sponsorship was $18,700;

in-kind donations exceeded $3,000 for a grand total of over $21,700.

The following is a breakdown by sponsorship category:

VIP – Republic Bank

Diamond - 90 Miles Cuban Café, Airoom, CARA – Chicago Area Runners Association, Federal Mogul Motorparts,

Holland and Knight, Liberty Bank, Lifeway Foods, The Lincolnwood Fire Department, Loeber Motors, Lou Malnati’s

Pizzeria, NorthShore University HealthSystem, Pratt & Cicero BP, The PrivateBank, Touhy & Crawford Mobile

Gold – Athletico, Christopher Burke Engineering, Chroma Salon, Groot Industries, Physicians Immediate Care,

Swedish Covenant Hospital, Voss Belting & Specialty Company

Silver – Advanced Plastic Corporation, BSI Online, Children’s Care & Development Center (CCDC), Chiro One

Wellness, Halogen Supply Company, MB Financial Bank, Meatheads Burgers, Olympia Group, KIND Bars

In Kind Donations – Whole Foods Sauganash, Mariano’s of Skokie, NorthShore Starbucks, New York Bagel & Bialy

Raffle Donations – Aqua Salon, Grazianos, Lou Malnati’s, Sauganash Wellness Center, Liberty Bank, The Private

Bank, The Actors Gymnasium

Drumstick Dash

166 kids registered for the Drumstick Dash. Due to the large amount of participation the race was broken into

four heats for the safety of the children participating:

3 and under

4-5 year olds

6-7 year olds

8-10 year olds

While staff did receive negative feedback on the split into four different heats, as the older kids had to wait

around longer to run their race, it was the right decision to make with the large number of younger children

registered for the race.

All registered dashers received their own swag bag that consisted of a t-shirt,

snacks, plush turkey toy, and #1 race bib. All dashers that crossed the finish

line received their own Drumstick Dash medal.

Volunteers

Over 130 volunteers signed up to support our runners on race day! Nine groups were represented: Niles West

High School Key Club, Rowe-Clark Math & Science Academy, Lincolnwood Baseball, Lincolnwood Human Relations

Commission, American Legion and Village Staff, Board Members and the fabulous residents of Lincolnwood.

Volunteer orientation took place at various locations based on assignment. A volunteer tent was set-up and

established within the central hub of the race village; the majority of volunteers checked-in at this location. The

largest volunteer orientation for course marshals and water station volunteers also took place at the volunteer

tent. This year we received a great deal of volunteer support, allowing us to continue the six additional course

marshal stations that were created in 2015. Volunteers along the course were again provided with cow bells to

cheer on our runners and walkers during the race. New this year, volunteers along the course were provided with

volunteer ID tags to wear outside of their jackets for quick identification. The volunteer ID tags also contained

instructions and emergency contact information.

Budget

2013 – 2015 Revenue comparison:

Revenue 13/14 Actual 14/15 Actual 15/16 Estimate

Pre-Registered Entries $63,350 $45,786 $61,640

Race Day Registration Entries $2,356 $4,334 $0

Sponsorship $10,400 $14,600 $21,494

Total Revenue $76,106 $64,720 $83,134

2013 – 2015 Expense Comparison:

Expenses 13/14 Actual 14/15 Actual 15/16 Estimate

Wages – Salaried $7,050 $6,000 $10,000

Wages – Part Time/ Seasonal $0 $2,900 $5,000

Employment Contributions $2,450 $2,836 $4,000

Personnel Services $9,500 $11,736 $19,000

Purchased Program Services $9,318 $8,632 $10,977

Advertising $700 $451 $1,685

Equipment Rental $4,708 $5,543 $5,543

Printing/Copying Services $625 $300 $300

Awards $798 $1,254 $1,543

Concessions and Food $1,228 $1,785 $550

Program Supplies $23,586 $18,385 $22,525

Postage $192 $500 $500

Commodities $41,155 $36,850 $43,623

Total Expenses $50,655 $48,586 $62,623

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$70,000

$80,000

$90,000

13/14 Actual 14/15 Actual 15/16 Estimate

Total Revenue

Pre-Registered

Race Day Registration

Sponsorship

Total Revenue

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$70,000

13/14 Actual 14/15 Actual 15/16 Estimate

Total Expenses

Personnel

Commodities

Total Expenses

2015 Estimates vs. Budget:

15/16 Estimate 15/16 Budget 15/16 Variance

Total Revenue $83,134 $65,000 $18,134

Personnel Services $19,000 $16,776 $2,224

Commodities $43,623 $39,050 $4,573

Total Expenses $62,623 $55,826 $6,797

Net $20,511 $9,174 $11,337

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$70,000

$80,000

$90,000

15/16 Estimate 15/16 Budget

Revenue

Expenses

Net

Survey Results

Which race did you participate in (please select all that apply)?

Number of

Response(s) Response Ratio

5K Run 94 47.4%

10K Run 94 47.4%

5K Fitness Walk 10 5.0%

Drumstick Dash 10 5.0%

Total 198 100%

How did you learn about the 2015 Lincolnwood Turkey Trot?

Number of


Active.com 21 10.7%

CARA 14 7.1%

Facebook or other social media 8 4.0%

Internet Search 17 8.6%

Friend/Family Member 74 37.7%

Other Races 8 4.0%

Newspaper Ad 2 1.0%

Other 74 37.7%

Total 196 100%

Overall, how organized was the race?

Top number is the count of respondents selecting the option. Bottom % is percent of the total respondents selecting the option.

Very organized

Somewhat organized Neutral

Somewhat disorganized

Very disorganized

158 31 7 2 0

80% 16% 4% 1% 0%

How satisfied were you with the registration process?


Very satisfied

Somewhat satisfied Neutral

Somewhat dissatisfied

Very dissatisfied

172 19 5 2 0

87% 10% 3% 1% 0%

How satisfied were you with the race packet pickup?


Very satisfied



Very dissatisfied

159 20 10 7 2

80% 10% 5% 4% 1%

How satisfied were you with the Water/Hydration Stations?


Very satisfied



Very dissatisfied

127 41 20 8 1

64% 21% 10% 4% 1%

How would you rate your overall Turkey Trot experience?


Great experience

Good experience

Okay experience

Not so good experience

Bad experience

148 40 9 1 0

75% 20% 5% 1% 0%

How many times have you participated in the Lincolnwood Turkey Trot?

Number of


This was my first year! 77 38.8%

2-3 50 25.2%

4-5 25 12.6%

5-6 10 5.0%

6+ 35 17.6%

Other 1 <1%

No Responses 0 0.0%

Total 198 100%

How many races do you participate in on average each year?

Number of


1-5 123 62.1%

6-10 43 21.7%

11 or more 32 16.1%

No Responses 0 0.0%

Total 198 100%

Please let us know how important the following factors are in terms of your choice to register


Most important

Very important Important

Not very important

Not important

at all

Tradition 55 45 49 34 14

28% 23% 25% 17% 7%

Good value (race cost) 57 84 41 14 1

29% 43% 21% 7% 1%

Swag (race shirt, finisher medal) 42 59 56 32 8

21% 30% 28% 16% 4%

Location (it's convenient to me) 77 72 42 5 1

39% 37% 21% 3% 1%

Size of race 28 51 66 41 11

14% 26% 34% 21% 6%

Would you recommend this race to a friend or family member (why or why not)?

Number of


Yes 195 98.4%

No 3 1.5%

No Responses 0 0.0%

Total 198 100%

Do you plan on returning for the 2016 Lincolnwood Turkey Trot (November 20, 2016)?

Number of


Yes 186 93.9%

No 6 3.0%

No Responses 6 3.0%

Total 198 100%

Comments:

“My legs being completely frozen for the first mile! It was 11 degrees when we started – so cool!

Literally :)”

“Running with my son and how happy he was to cross the finish strong and get the medal placed

around his neck.”

“The new finisher medals were great, and the scenery with the snow was wonderful. Clearly you

have no control over the snow, but the course was cleared really well, considering the

circumstances, and it seemed to go smoothly.”

“Very well organized, and I appreciated that it was smaller. In addition, I was extremely impressed

with the clearing of the ice and snow. Well done!”

“Hats off to the people responsible for preparing the course! I almost didn't make the drive from

Elmhurst as our roads were icy, and I did not want to race if there was a risk of falling. I could not

believe what great condition the course roads were in! Great job!”

“Enjoying the beautiful neighborhood route and how friendly the people that lived there were.”

“The overall fun and enjoyment of the race. It has a laid back atmosphere but is well organized

which makes it running so much fun. I enjoyed the turkey finisher's medal addition this year, and

can't wait to run it again next year!”

2016 Recommendations

The following recommendations are being researched for the 40th anniversary:

Consider a larger sponsor tent

Having a specific tent for gear check

Consider eliminating race day registration

Research different apparel items for the 40th anniversary

Look into having additional promotional items for the 40th anniversary

Research an alternative to pizza in the sponsor tent

Research having sound in the sponsor tent to make announcements

Look into having a digital clock in the sponsor tent for countdown to start time

M E M O R A N D U M

TO: Members of the Park Board

FROM: Park Board Commissioner Sarah Hardin

Park Board Commissioner Art Lovering

Park Board Commissioner Victor Shaw

Trustee Jennifer Spino

Laura McCarty, Director of Parks and Recreation

DATE: March 4, 2016

RE: Proposed Revisions to the Policy for Naming of Park Land, Buildings, Facilities

and Park Amenities

A request was received from Mr. Paul Sortal, a resident of Wilmette, to name Field #3 in

Proesel Park after former resident Alan Chapman at the July meeting. Mr. Chapman was an

accomplished athlete and scholar when he attended Lincolnwood schools as a child and young

man. While there is a policy governing the naming of park land, buildings and facilities, there

is currently no established criteria for the naming of amenities within parks, which has

made it difficult for the Board to make an informed decision.

As a result of that request, a subcommitee of three park board members and the Village Board

liaison to the Park Board was formed to review the current naming policy and consider criteria

for the naming of park amenities. The subcommittee met on Thursday, September 24 and

presented the results of their discussion at the October 13, 2015 meeting of the Parks and

Recreation Board in the form of a draft policy. Following discussion, the Parks and Recreation

Board voted 6-0 to recommend the approval of this policy, with some suggested changes. At

the November 10, 2015 meeting of the Parks and Recreation Board, the Board reviewed the

final draft policy and again voted 6-0 to recommend approval. The policy appeared on the

November Village Board agenda for consideration, following discussion at the Committee of

the Whole and was removed from the Consent Agenda to allow for additional discussion

during the regular meeting.

Following discussion at the regular meeting, the Village Board requested the Park Board to

revisit the policy once more and provide additional revisions to the park amenity criteria to

ensure youth weren’t being excluded and to better define an extraordinary/lifetime

achievement. The subcommittee met on Thursday, March 3.

As a result of that meeting, the initial revised version of the 2012 Policy for the Naming of

Park Land, Building & Facilities and the additional revisions discussed at the March 3

subcommitee meeting, noted in blue, is being presented for review. The original 2012 policy is

also provided for comparison.

Village of Lincolnwood

Policy

Park Land, Building, &

Facility Naming

Effective Date: 1994

Revision Dates: 1999, 2012,

2015

Purpose:

To establish a systematic and consistent approach for the official naming or renaming of park

land, buildings, and facilities and park amenities. Examples of park land include, but are not

limited to: mini-parks, neighborhood parks, community parks and bikeways.

It is the objective of the Village of Lincolnwood:

1. To ensure that park land, buildings, park amenities and facilities are easily identified and

located.

2. To ensure that names of park land, buildings, facilities and amenities will engender a strong

public image and have public support.

3. To ensure that the names of park land, buildings, park amenities and facilities will stand the

test of time and will be in the best interest of the residents of Lincolnwood.

.

Definitions:

Park Land: mini parks, neighborbood parks, community parks and bikeways

Buildings: Structures owned and operated by the Village for the purpose of recreation such

as the Lincolnwood Community Center

Facilities: Recreation areas that encompass outdoor and indoor space that have a unique

identify such as Proesel Park Family Aquatic Center

Park Amenities: Features within park land, buildings of facilities including, but not limited

to, athletic fields, skating facilities, disc golf course, rooms, playgrounds, slides,


1. To ensure that park land, buildings, and facilities are easily identified and located.

2. To ensure that names of park land, buildings and facilities will engender a strong public image

and have public support.

Types of Naming Rights;

1. Honorary – While only allowed for park amenities, park amenities may be named to

honor a resident, person or group who has met the established criteria set forth in this

policy.

2. Philanthropic – Naming park land, buildings, facilities or park amenities to honor and

recognize a significant financial contribution to the Village. This may come in monetary

form or as a product or equipment donation. Naming may be done to recognize the

donor, a group or third party. All philanthropic/donation naming must be done in

conjuction with the Village’s Donation Policy. A lease or memorandum of

understanding may be put in place to define the terms of the donation and naming.

3. Sponsorship – Naming may be considered upon execution of a mutually beneficial

business arrangement with an external entity.

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Policy:

It is the responsibility of the Park Board to recommend to the Village Board names for park land,

buildings, and facilities and park amenities, or when appropriate, to change the existing name of

park land, buildings, and facilities and park amenities of the Village. Naming shall be done only

after a discussion has been held on the selection of the name, and an open process allowing for

public input is held.

It is the policy of the Village of Lincolnwood to reserve the right to name or rename park land,

buildings, and facilities and park amenities in a manner that best serves the interest of the

community and ensures a worthy and enduring legacy for the Village’s parks and recreation

system. Naming will be done in a manner that will stand the test of time and will be meaningful

for future generations of people residing in Lincolnwood.

A. Park land, Buildings, Facilities and Park Amenities may be named after streets,

neighborhoods, subdivisions, natural assets, topography, purpose of the park land, building,

facility or amenity, geographical locations, events, or concepts (e.g. Peace, Unity,

Diversity).

B. Park land, Buildings, and Facilities may not be named after individuals, except in the case

of famous historical figures (e.g. former presidents).

C. Park Amenities may be named after individuals. (See Criteria Below)

DC. The Park Board may solicit public input on park land, building, and facility and park

amenity names through public meetings or other means.

ED. The Park Board may hold public contests for the naming of park land, buildings, and

facilities and park amenities. Such contests shall also be subject to the policies outlined

above and are advisory, and are not binding.

FE. Renaming of existing park land, buildings, and facilities and park amenities is

discouraged, except to rename park land, buildings, and facilities and park amenities

that are named after an individual whose character is or was such that continued use

of the individual’s name for park land, buildings and facilities is not in the best

interest of the Village.

GF. Park land, buildings and facilities and park amenities will be named only after

discussion by the Park Board and then a waiting period of not less than sixty days. A

majoritysupermajority vote is required of the Park Board to name park land,

buildings and facilities and park amenities or to change the name of park land,

buildings and facilities or park amenities of the Village.

H. All naming must be consistent with the mission and vision of the Lincolnwood Parks

and Recreation Department.

I. The Park Board reserves the right to reject any and all naming proposals for any

reason.




Formatted: Indent: Left: 0.25", Hanging: 0.5"

J. The naming of park land, buildings, facilities and park amenities shall stand on its own

merit and will not be precedent setting.

Naming of Park Amenities after Individuals

A. Park Amenities may be named after individuals, but only if the established criteria:have

been met.

a. The individual must have lived in Lincolnwood for a minimum of 20 5 years

b. The individual has contributed substantial services in the expansion and growth of

the Village or were closely associated with a significant community event or

brought honor to the Village through meritourious achievement at the national or

international level..

c. If the individual is living, written consent must be given to allow the naming. If

the individual is deceased, permission must be granted by closest relative.

d. The individual must be in support of the Parks and Recreation Department’s

mission and vision.

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Village of Lincolnwood

Policy

Park Land, Building, &

Facility Naming

Effective Date: 1994

Revision Dates: 1999, 2012

Purpose:

To establish a systematic and consistent approach for the official naming or renaming of park

land, buildings, and facilities. Examples of park land include, but are not limited to: mini-parks,

neighborhood parks, community parks and bikeways. .


1. To ensure that park land, buildings, and facilities are easily identified and located.

2. To ensure that names of park land, buildings and facilities will engender a strong public image

and have public support.

Policy:

It is the responsibility of the Park Board to recommend to the Village Board names for park land,

buildings, and facilities, or when appropriate, to change the existing name of park land,

buildings, and facilities of the Village

It is the policy of the Village of Lincolnwood to reserve the right to name or rename park land,

buildings, and facilities in a manner that best serves the interest of the community and ensures a

worthy and enduring legacy for the Village’s parks and recreation system.

A. Park land may be named after streets, geographical locations, events, or concepts (e.g.

Peace, Unity, Diversity).

B. Park land may not be named after individuals.

C. The Park Board may solicit public input on park land, building and facility names through

public meetings or other means.

D. The Park Board may hold public contests for the naming of park land, buildings and

facilities. Such contests shall also be subject to the policies outlined above and are

advisory, and are not binding.

E. Renaming of existing park land, buildings and facilities is discouraged, except to rename

park land, buildings, and facilities that are named after an individual whose character is or

was such that continued use of the individual’s name for park land, buildings and facilities

is not in the best interest of the Village.

F. Park land, buildings and facilities will be named only after discussion by the Park Board

and then a waiting period of not less than sixty days. A supermajority vote is required of

the Park Board to name park land, buildings and facilities or to change the name of park

land, buildings and facilities of the Village.

M E M O R A N D U M

TO: Members of the Park Board and Trustee Spino

FROM: Laura McCarty, Director of Parks and Recreation

DATE: March 4, 2016

RE: Staff and Participant Apparel Bid

The bid opening for the Staff and Participant Apparel Bid is on Monday, March 7, the day before

the meeting. You will receive the results of the bid opening at Tuesday night’s meeting. In the

packet is the template that will be used for the Request for Board Action sheet and the Proposed

Resolution. We will discuss the process and the results at Tuesday’s meeting of the Park Board

and will bring the item to the Village Board on Tuesday, March 15 for final approval. Thank you.

Request For Board Action REFERRED TO BOARD: March 15, 2016 AGENDA ITEM NO: ORIGINATING DEPARTMENT: Parks and Recreation

SUBJECT: Approval of a Recommendation by the Parks and Recreation Board to Adopt a Resolution

to Award a Bid for the Provision of Apparel to ------- of -----, Illinois SUMMARY AND BACKGROUND OF SUBJECT MATTER: The Parks and Recreation Department purchases apparel for program staff and participants for a variety of programs throughout the year. Apparel ensures that staff members are easily identifiable and provides participants with a way to identify as part of a program. The Invitation to Bid was advertised in the Lincolnwood Review on February 18, 2016. Bid packets were also sent to 21 vendors. The bid documents requested per item pricing for apparel in eight categories. On March 7, 2016 the Village opened ----- sealed bids for apparel services, submitted by ------ of ------ and ------- of ------. Staff reviewed the bid and found that the lowest responsible bidder is ------.

2016 Department of Parks & Recreation Apparel Pricing

Company Total

*Range based on multiple apparel options. FINANCIAL IMPACT: Apparel items are accounted for in program and facility budgets for the 2016/2017 Fiscal Year. Most items are paid for by participant fees, with the exception of apparel for Public Works. DOCUMENTS ATTACHED: 1. Proposed Resolution with Bid Proposal and Contract 3. Apparel Bid Comparison Matrix 2. Unapproved Minutes of the March 8, 2016 meeting of the Parks and Recreation Board RECOMMENDED MOTION:

Move to approve a Resolution awarding a bid for the provision apparel to ------- of ------, Illinois

RESOLUTION NO. R2016-__________

A RESOLUTION APPROVING THE AWARD

OF THE STAFF AND PARTICIPANT APPAREL BID

TO SUNBURST SPORTSWEAR OF GLENDALE HEIGHTS

WHEREAS, the Village sought bids for Staff and Participant Apparel(“Contract”), for

the provision of embroidered and screened t-shirts, sweatshirts, polo shirts, fanny packs, and hats

for program participants and staff members;

WHEREAS, ------- of ------ was the lowest, responsible bidder of the firms that submitted

bid packages to the Village; and

WHEREAS, the Village President and Board of Trustees have determined that entering

into the Contract with ---- will serve and be in the best interest of the Village;

NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF

TRUSTEES OF THE VILLAGE OF LINCOLNWOOD, COOK COUNTY, ILLINOIS, as

follows:

SECTION 1. RECITALS. The facts and statements contained in the preamble to this

Resolution are found to be true and correct and are hereby adopted as part of this Resolution.

SECTION 2. APPROVAL OF CONTRACT. The Contract by and between the

Village and ---- shall be, and is hereby, approved in substantially the form attached to this

Resolution as Exhibit A.

SECTION 3. EXECUTION OF CONTRACT. The Village President and the Village

Clerk shall be, and they are hereby, authorized and directed to execute and attest, on behalf of

the Village, the Contract upon receipt by the Village Clerk of at least one original copy of the

Contract executed by ---- provided, however, that if the executed copy of the Contract is not

received by the Village Clerk within 60 days after the effective date of this Resolution, then this

authority to execute and attest shall, at the option of the President and Board of Trustees, be null

and void.

SECTION 4. EFFECTIVE DATE. This Resolution shall be in full force and effect

from and after its passage and approval as provided by law.

[SIGNATURE PAGE FOLLOWS]

PASSED this ___ day of ______________, 2016.

AYES: ______

NAYS:

ABSENT:

ABSTENTION:

APPROVED by me this _____ day of ____________, 2016.

_______________________________________

Gerald C. Turry, President

Village of Lincolnwood, Cook County, Illinois

ATTESTED and FILED in my office this

_____ day of _________, 2016

Beryl Herman, Village Clerk

Village of Lincolnwood, Cook County, Illinois

# 6212428_v1

EXHIBIT A

CONTRACT

DIRECTOR’S REPORT March, 2016 Laura McCarty, Parks and Recreation Director [email protected]

Congratulations to Melissa Rimdzius who was recently promoted to the Superintendent of Parks and Facilities. This position was vacated in October. A big thank you to Katie Gamroth, Superintendent of Recreation, who took over many of the responsibilities of this position during the interim. Melissa joined the Parks and Recreation Department in 2014 as the Community Center Program Supervisor and has been a wonderful addition to the department. Her primary responsibilities in her new role will include the administrative planning, operation, development and supervision of the Department’s indoor and outdoor facilities including Proesel Park Aquatic Center and Lincolnwood’s 13 outdoor parks. She will do an outstanding job! Community Center Program Position As this positon was recently vacated due to Melissa’s promotion, it’s currently being advertised with a closing date of March 9. The title of the position has been changed to Recreation Supervisor to better reflect the overall responsibilities of the position as well as the intended vision of the position in the future. We hope to have the position filled by the middle of April. ComEd Bike Path Progress continues to be made on the development of this new path. The path will connect to the already established Sauganash Valley Trail in Chicago and the Skokie Valley Trail recently completed in Skokie, and will eventually be a part of a regional pathway system reaching from Chicago up to the Wisconsin state line. The Village negotiated a lease for the ComEd right-a-way that runs from Devon to Jarvis. The path will meander down the right-a-way and will be 10 feet wide with a limestone screening shoulder on each side. The path has been cut, trees have been removed and wood chips have been moved to the appropriate location to prepare for the upcoming construction of the path.

mailto:[email protected]

Superintendent of Recreation March 2016 Katie Smith Gamroth [email protected]

Department Communication Work on the summer brochure is almost wrapped up. Staff has been using a critical eye in the editing process. This is the first “Summer” brochure that our new graphic designer is completing and with new staff reviewing and updating material, printing has been pushed back. Staff is hoping to have the final round of edits completed the first full week in March, with the brochure being sent to the printer the following week. Delivery of the printed copies will be at the end of March or early April.

Social Club The highlight of March will be the St. Patrick’s Day Party for the Lincolnwood Social Club. Held at the Community Center, club members will enjoy a traditional Irish fare followed by game-show themed “Time Warp Trivia”. A City-style lunch trip to 312 Chicago, and a theater trip to “Sister Act” at the Lincolnshire Marriott round up the excursions this March for our seniors.

Day Camp It is hard to believe that Day Camp is only two short months away. As registrations continue to come in, staffing becomes ever more important. Group interviews have started and will continue into May to find our enthusiastic and caring staff. We continue to reach out to local colleges, through care.com, and other online sites to draw in more staff.

Turkey Trot

Planning has already begun for the 40th Anniversary of the Lincolnwood Turkey Trot. Staff are working to find new elements to add for the 2016 race to make this anniversary special. For the 2016 race, staff would like to continue to use the Niles Township Food Pantry as our charitable organization. Runners will be encouraged to bring in a non-perishable food item in exchange for raffle tickets. Given the season, staff feel the Niles Township Food Pantry is a perfect match as the races charitable organization.

The 2015 Turkey Trot report is attached.

Superintendent of Parks and Facilities March 2016 Melissa Rimdzius [email protected] General Information Over the past two weeks, I have been transitioning out of my role as the Community Center Program Supervisor and into my new role with Lincolnwood Parks & Recreation. I am excited to serve our community and work with the team in this new capacity. Apparel Bid The Parks & Recreation Department conducted a bid process for the seasonal program apparel for the upcoming budget year. Requests for Proposals were sent to over 20 vendors, and the bid opening will take place on Monday, March 7. Further information regarding this process and recommendations will be provided during the March 8 Parks & Recreation Board Meeting.

Youth Programs Coordinator March 2016 Aryn Fletcher [email protected]

Winter Youth Programs During the first week of the March session two youth programs started. Registration numbers are below (as of 3/3/2016). Short Stoppers will begin during the middle of March and staff is anticipating the class will fill before the start date.

Program Session 1

Basketball @ Rutledge 14

Short Stoppers 2 (begins 3/15)

Karate 8

Soc-Key 6

Basketball @ Todd Hall 8

Amazing Art 0

Art classes offered by Sunshine Arts and Crafts have had low enrollment all school year. Staff is looking into new art programming ideas for the fall 2016 season.

Friday Night Open Gym and Saturday Morning Sports concluded the last weekend of February. Each program had an average of 30 kids participating.

Club Kid Four new kids have registered with Club Kid! With 42 kids currently enrolled in Club Kid, a waitlist has been implemented for new interested participants.

We said goodbye to our Club Kid Director, Megan Murphy, who accepted a full-time position. We are very excited for Megan to start her new adventure, and wish her the best of luck. We have promoted two current staff members into the roles of Director and Assistant Director for the remainder of the year, and are interviewing for new counselors to start later this month.

Birthday Parties: Staff have been coordinating party plans and activities for four staff led parties in March. Themes include: a carnival, Star Wars and an indoor playground party.

Softball Registration for Spring Softball has begun. Staff have been promoting the upcoming season with emails to all past participants, posts on social media outlets, press release and the Village website. There is currently one team registered for the Sunday league.

Community Outreach and Marketing Coordinator March 2016 Linda Vering [email protected] Daddy Daughter Dance We had a new sponsor for the Daddy Daughter Dance, which added to the fun of the evening. A representative from Physicians Immediate Care handed out a carnation to each girl as they entered the event.

Lincolnwood Social Club Valentine’s Day Party Lincolnwood Social Club members enjoyed a Valentine’s Day Party that included a delicious meal at Monastero’s Ristorante and then entertainment that featured “Songs from the Silver Screen” sung by talented Chicago vocalist, Petra Van Nuis.

Newsletter Articles for the Village Newsletter The following articles were submitted for publication in the March/April edition of the Village of Lincolnwood Newsletter

Proesel Park Shelter Reservations and Renovations

Summer Fun at Proesel Park Family Aquatic Center

Lincolnwood Summer Day Camp

Mother-Son Bingo at the Lincolnwood Fire Station

Teams Now Forming for the Lincolnwood Recreational Softball League

Spotlight on new Parks and Recreation Director, Laura McCarty

Lincolnwood International Soccer Academy Spring Soccer League

Email Marketing The following targeted emails were sent to promote the following February programs & events:

Daddy Daughter Dance

Lincolnwood Summer Day Camp

Parks and Recreation Newsletter Sponsorship We have secured multi-event sponsorship packages with Physicians Immediate Care, Loeber Motors, and the Lincolnwood Library. We are currently negotiating with NorthShore University Healthsystem on a sponsorship package that will include multiple events. Social Media Our social media presence continues to grow with regular posts on Facebook, Twitter, Nextdoor and Google+. Our Facebook followers are now at 874.

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